Reminder_The Prices in This Quotation Are Good for a Limited Template

In plain language: Identifies the seller and the recipient by full name and contact details, and references the original quotation by its number and issue date.

Common mistake: Referencing only an informal description of the quote rather than a unique quotation number — making it impossible to tie the reminder to a specific document in a dispute.

In plain language: Clearly states the specific date on which the quoted prices expire and will no longer be binding on the seller.

Common mistake: Using vague language like 'prices are subject to change soon' instead of a specific calendar date — ambiguity may create an implied obligation to honor the quoted price beyond the intended window.

In plain language: Briefly explains the commercial or logistical reason why prices cannot be held indefinitely — material costs, exchange rates, labor rates, or limited inventory.

Common mistake: Omitting any rationale entirely — buyers are more likely to act promptly when they understand the business reason behind the deadline.

In plain language: States what happens if the buyer does not accept by the expiry date — the offer lapses and any subsequent order will be subject to revised pricing.

Common mistake: Failing to state clearly that a new quotation will be required — leaving buyers with a false impression that late acceptance is still possible at the original price.

In plain language: Instructs the recipient on exactly how to accept the quotation — by signed purchase order, written confirmation, or formal acceptance letter — before the expiry date.

Common mistake: Not specifying an acceptance method — verbal or implied acceptance creates uncertainty about whether a contract was formed and on which terms.

In plain language: Provides the name, phone number, and email of the appropriate contact and invites the buyer to reach out with questions before the deadline.

Common mistake: Listing only a general company email or phone number — routing responses through an anonymous channel slows follow-up and risks the acceptance being missed before the deadline.

In plain language: Incorporates by reference the seller's standard terms and conditions of sale, confirming they apply to any order placed under the quoted prices.

Common mistake: Omitting reference to terms and conditions in the reminder — if an order is placed and a dispute arises, the absence of incorporated terms can leave payment, delivery, and liability obligations undefined.

In plain language: Identifies the seller's authorized representative who signs the letter, confirming the notice is issued with organizational authority.

Common mistake: Sending the letter without a named signatory or as an unsigned form email — unsigned commercial notices carry less evidentiary weight if a pricing dispute later goes to court or arbitration.

A price quotation reminder letter is a formal written notice sent by a seller to a prospective buyer to alert them that the prices contained in a previously issued quotation are valid only until a specific expiry date. It serves both as a sales prompt — encouraging the buyer to act before the deadline — and as a legal notice that limits the seller's obligation to honor the quoted price after that date. The letter references the original quotation by number and date, states the exact expiry, and specifies how the buyer must accept to lock in the quoted pricing.

A price quotation is generally considered an offer in contract law. Once a buyer accepts the offer — by issuing a purchase order or written confirmation — before the stated expiry date, a binding contract typically forms. However, the seller is generally free to revise or withdraw pricing after the validity period lapses. The precise rules vary by jurisdiction: in some US states and under the UCC, a firm offer by a merchant is irrevocable during the stated period; in Canada and the UK, the same principle applies under specific conditions. Always consult a lawyer for high-value transactions.

Validity periods vary by industry and the volatility of underlying costs. For professional services and consulting, 30 days is standard. For construction and trades involving materials, 7–14 days is common given commodity price swings. For manufactured goods and supply-chain-dependent products, 14–21 days is typical. International quotes tied to exchange rates sometimes carry validity windows as short as 48–72 hours. The key is to state the period explicitly in the original quotation and again in any reminder letter.

A late acceptance is generally treated as a counter-offer rather than a binding acceptance, meaning the seller is not obligated to honor the original price. The seller may choose to accept the late order at the original price, issue a revised quotation at current rates, or decline the order entirely. To avoid ambiguity, the reminder letter should state clearly that any order received after the expiry date will require a new quotation at prevailing prices.

Yes, but with added considerations. International quotations often involve exchange-rate clauses, Incoterms (such as FOB or CIF), and jurisdiction-specific contract formation rules. For EU buyers, the Consumer Rights Directive may impose additional obligations if selling to individuals. For US-to-Canada cross-border sales, CUSMA/USMCA tariff classifications can affect the quoted landed price. Always state the currency explicitly, reference the applicable Incoterms, and consider having a cross-border commercial lawyer review the terms for high-value transactions.

While no law in most jurisdictions requires a commercial reminder letter to bear a wet signature to be effective, having it signed by an authorized representative significantly strengthens its evidentiary value. A signed, dated letter from a named individual is far harder for a buyer to dispute than an unsigned form email. For quotes above $10,000 or where the buyer has a history of disputing pricing, a signed letter sent via tracked email or certified mail is best practice.

A quotation is issued before a sale is agreed — it proposes a price and terms and invites acceptance. An invoice is issued after a sale is agreed and goods or services have been delivered — it demands payment for a completed transaction. The reminder letter covered by this template relates to a quotation, not an invoice. Once the buyer accepts the quotation and the seller delivers, the transaction moves to the invoicing stage.

Under the UCC in the US, a merchant's firm offer cannot be revoked during its stated validity period. In Canada and the UK, common-law principles similarly restrict revocation of an offer that the offeree is relying on, particularly once consideration has been exchanged. In practice, revising a quoted price before it lapses damages commercial relationships and may expose the seller to a claim for breach of offer in some jurisdictions. Consult a lawyer before withdrawing or revising a quoted price that is still within its validity window.

Best practice for most B2B contexts is two reminders: a first notice sent 7–10 business days before expiry, and a final notice sent 1–2 business days before the deadline. For high-value or time-sensitive quotes, a phone call alongside the second written reminder significantly improves response rates. Sending more than two written reminders for a single quote risks appearing aggressive and may signal to the buyer that the deadline is negotiable.